Inviting Team Members

Inviting team members allows you to collaborate and manage your organization effectively. This guide covers everything you need to know about sending invitations and assigning roles.

Finding the Invite Button

1. Navigate to the Teams page from your dashboard
2. Locate the Team Management card
3. Look for the Invite Member button in the top-right corner of the card

Note: You must have Owner or Administrator permissions to send invitations.

Understanding Team Roles

When inviting a team member, you’ll assign them one of three roles:

Owner

The ownership role has complete control over the organization:

• Invite and remove team members
• Modify team member roles
• Cancel pending invitations
• Update organization details and settings
• Manage billing information

Best for: Organization administrators and primary contacts.

Administrator

Administrators have elevated permissions to help manage the team:

• Invite and remove team members
• Modify team member roles
• Cancel pending invitations
• Update organization details
• Similar capabilities to Owner (assists with team management)

Best for: Team leads and department heads who help manage organization operations.

Team Member

Team members have basic access to the organization:

• View organization details
• Access shared resources and projects
• Collaborate with other team members
• Cannot invite others or modify team structure

Best for: Regular employees or contributors who need access to your organization’s resources.

Inviting a Team Member

Follow these steps to send an invitation:

1. Navigate to the Teams page Click on “Teams” in your dashboard navigation menu.

2. Click the Invite Member button Find and click the blue “Invite Member” button in the Team Management card header.

3. Enter the member’s first name Type their first name in the “First Name” field (e.g., “Jane”).

4. Enter the member’s last name Type their last name in the “Last Name” field (e.g., “Smith”).

5. Enter their email address Provide their email address in the “Email” field (e.g., “jane@company.com”).

6. Select a role Click the “Role” dropdown and choose one of:

   • Owner - Full organizational control
   • Administrator - Team management capabilities
   • Team Member - Basic access only

7. Review the invitation Verify all details are correct before sending.

8. Click Send Invitation Click the blue “Send Invitation” button to send the email.

What Happens After Sending an Invitation

Once you send an invitation:

1. Email is sent - An invitation email is automatically sent to the team member’s email address via Brevo
2. Unique link included - The email contains a unique, secure invitation link
3. Invitation appears in queue - The pending invitation appears in the “Pending Invitations” section of the Teams page
4. Expiration window - The invitation is valid for 7 days from the send date

How Team Members Accept Invitations

When invited team members receive the email:

1. They open the email from your organization
2. They click the invitation link in the email
3. They’re directed to accept the invitation (create account if needed)
4. If they’re a new user, they’ll be asked to set a password
5. After accepting, they’re immediately added to your organization with their assigned role

Managing Pending Invitations

You can view all pending invitations in the Pending Invitations section:

• See who was invited - Check the email and inviter details
• Check expiration dates - View when each invitation will expire
• Cancel if needed - Click the cancel icon to revoke an invitation before it’s accepted

Tip: If an invitation expires (after 7 days), you can send a new one by inviting the team member again.

Troubleshooting

”A pending invitation already exists for this email address”

This error means an active invitation was already sent to this email. Either:

• Wait for them to accept the existing invitation
• Cancel the pending invitation and send a new one

”This user is already a member of the organization”

The email is already associated with an active organization member. Check the team members list instead.

Team member didn’t receive the email

• Check their spam/junk folder
• Verify the email address was entered correctly
• Ask them to check their email provider’s filtering rules

Best Practices

• Start with Team Member role - Begin with the basic Team Member role and upgrade permissions as needed
• Verify email addresses - Double-check email addresses to ensure invitations reach the right people
• Document your team structure - Keep track of who has which role for security and compliance
• Review roles periodically - Audit team member roles during regular check-ins to maintain appropriate access levels